Conduent, LLC

Workflow

Training Document

Last updated: August 7, 2003

Author: Sandie Van Staveren

FINAL COPY Conduent, LLC Workflow Training Document 08-07-03 Proprietary- Use Pursuant to Company Instructions

TDM Log In Page 3

Change Password Page 4

Tree View and Invoice List Page 5

Functionality Screen Page 6

Email Page 7

Document Search Page 8-9

Invoice History Page 10

Personal Folders Page 11-12

Upload Documents/View Docs Page 12-13

Vendor Information/Notes Section Page 14

Invoice Header Information Page 15

General Ledger Coding Page 16

GL Pop Up Boxes Page 17

Add Notes/Suspend Page 28

Suspend Page 19

Reject Page 20-21

Route Page 22

Skip Invoice Page 23

Add Line Page 24

Approve Page 25

Image Page 26

TDM log in

Log In

All users will be given a username and password to log into Workflow. Key in the username and password and click the login button.

Change Password

Users may change their password at any time. To do this, type in the username and password and click the change password button.

* Username and passwords are NOT case sensitive.

Change Password

To change your password, type in the new password in both New Password and Verify New Password fields. Click the Change button to submit the password change.

Tree View and Invoice List

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After Users have logged into Workflow, a tree view and invoice list will be displayed.

1 Tree View

The tree view is a list of all the queues a user has access to view. Every user will not be able to view all the queues. Workflow will default the user to their “Personal Work Queue” when first logged in. Users may click on any queue in the tree view menu to view the queue-specific invoices. Clicking on an invoice number will bring you to the coding screen.

2 BA (Bulk Action)

Check the box for the invoices you would like to action then click the BA button at the top. A box will appear giving options for the actions that can be performed. All actions requiring business unit or routing information will use the invoice on the top that is checked for that information.

3 W (Worked)

This shows if an invoice has been worked or actioned. Meaning, the invoice has been actioned that day by either sending an email or calling the vendor, adding notes,etc.

4 SU (Suspend)

An invoice can be suspended for 10 days before it will escalate to the users over limit authorizer. A yellow flag will appear next to the invoice when an invoice has been suspended.

5 ESC (Escalation)

An invoice will escalate after 5 business days. ESC will show how many days are left until that invoice will escalate to the user’s next level of approval.

6 Invoice List

An invoice list will be available for view inside the individual queues. Users have the ability to view the vendor name, invoice number, DCN, invoice date, PO number, invoice amount and company for each invoice in that queue. Users also have the option to sort each column either ascending or descending by clicking on the column name. Click once to list the information ascending and, click the column name again for descending.

7 Invoice Link

To view the invoice and the functionality-coding screen click on the invoice link.

Quick

These three boxes are quick links to: Invoice History, Personal Folder and Upload Documents. Please see below for a description of these functions.

Functionality Screen

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8

Clicking on the home icon will bring the user back to the tree view. This button must be used to go back.

Note: Do not use the IE Explorer back button while inside the AP Workflow System.

The user has the ability to send an invoice image and all keyed data as an email attachment. Make sure either All Pages or Pages From__ To__ is clicked.

By using Document Search, invoices can be searched by any or all of the following:

1.Vendor

2. Invoice Number

3. Original Invoice number

4. Check Number

5. Invoice Date

6. Load Date

7. Output Date

8. PO Number

9. CAPEX Number

10.Invoice Amount

11.LOB/Org

12.Location

13. DCN (Document Control Number)

14. Bus. Unit

15. Status

To search the Workflow System (SIR) for a specific invoice or particular set of invoices use the following search fields. Single or multiple search fields may be used when searching for an invoice. Type in the information in the needed fields

Document Search Cont…

and hit the search button.

Search Fields

Vendor Search

To search Workflow for a specific Vendor, type the Vendor Name or Vendor Number. To broaden the vendor search, type in the first three letters of the vendor. For example: Ins for Insight.

Invoice Number Search

To search Workflow for a particular invoice number or set of invoices with a specific number, type at least the first three invoice numbers. Workflow will bring up a list of all invoices starting with that specific number.

Check Number Search

To search Workflow for invoices with a particular check number, Type in the check number. Check number is associated to Archival documents that have already been paid.

Invoice Date Search

To search Workflow for a particular invoice date, type in a From Invoice Date and a To Invoice Date. Users may use any date format to pull up invoices.

Output Date

To search workflow for a particular output date, type in a from output date and a to output date.

PO or CAPEX Number Search

To search Workflow for a particular Purchase Order or CAPEX number, type either the exact CAPEX or PO number or a minimum of the first three digits of the PO.

Invoice Amount Search

To search Workflow for a particular invoice amount, type a From and To Invoice Amount.

LOB/ Org

To search Workflow for a particular Company, type either the exact Company or a minimum of the first three digits of the Company.

Department Code

To search Workflow for a particular GL Account, type either the exact GL Account or a minimum of the first three digits of the GL Account.

Location

To search Workflow for a particular location, type either the exact location or a minimum of the first three digits of the location.

DCN

To search Workflow for a particular Document Control Number, you must type the exact DCN.

Business Unit

To search workflow for a specific business group, select the group from the drop down.

Status

To search workflow for the status of an invoice, select from the drop down

Invoice History

Invoice history is an event log that tracks every action or modification to each invoice. Invoice history will let users know in what queue the invoice currently resides, the day and time when the event took place, what queue the action took place, the action that was taken, the detailed action, who initiated the action and any notes that the initiator added.

Personal Folders

An end user may use My Personal Folders to help them track invoices. Submitting an invoice to your personal folder will only keep a copy of the invoice for your personal use. Click on the folder icon to create a personal folder.

Add the folder name and maximum dollar amount you want to track for that folder and click on create new folder.

Click on the folder to add invoices to your folder.

Add the Document Control Number, Invoice information, Invoice Amount and any comments in the correct fields. You must then click the Add Invoice to Folder button, which will then save a copy of the invoice in your personal folder.

You may view the invoice image by clicking on the DCN link.

Upload Docs

A user has the capability to upload documents and marry up an invoice with invoice back up. The document must be a soft copy and saved on the users PC. Click the BROWSE button and choose the document to upload. Click on the Open button after you’ve selected the file, then click on the Upload button. The document will then be uploaded.

View Docs

To view the uploaded file(s) click on View Docs. The (2) represents the number of documents that have been uploaded with that specific invoice.

To view the uploaded document click on the document link.

Vendor Information

1. 2.

The vendor information is indexed and should match up with the vendor address on the invoice. If the information is not correct please route it to the Modify Data queue.

To verify if a vendor is in the system, click on the yellow question mark and put in the vendor name. If the vendor information doesn’t show up, then a W-9 and vendor maintenance form needs to be submitted to your local accounting department.

This box is used to verify original fields. For instance, by clicking on this icon this would give you the full invoice number if it was truncated.

Notes Section

The notes section shows the most current system or user notes on the top. A user may scroll down to view previous notes or pull up Invoice History for more detailed action.

Invoice Header Information

The Invoice Header gives summary information for the individual invoice.

DCN Number- a unique Document Control Number will be assigned to each invoice document set.
Invoice Age- identifies how many days the invoice has been in workflow.
Invoice Number- indicates the invoice number that was indexed from the invoice.
Company- identifies which Conduent, LLC the invoice was scanned under.
Requestor- identifies the requestor’s name located on the invoice.
Terms Code- identifies the terms of when the invoice is due for payment.
Invoice Date- indicates the invoice date that was indexed from the invoice.
PO Number- indicates the purchase order number that was indexed from the invoice.
Check Number- If the invoice has been paid previously, this field indicates the check number the invoice was paid from.
Tax/ GST- indicates the Tax/ GST amount that was indexed from the invoice.
Invoice Amount- indicates the total invoice amount indexed.
Last Viewed by- identifies the user who last viewed the image.

General Ledger Coding

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The Workflow System provides end users the ability to code and approve invoices. GL coding will happen in the GL coding line.

GL Coding Fields

1 Line Amount

Workflow will automatically populate the line amount from the invoice amount. If the line amount is different from the invoice amount, the user should code the correct line amount.

2 LOB/ Org

The user will code the LOB/ Org in this field for each invoice.

3 Dept Code

The user will code the Department Code in the Dept Code field for each invoice.

4 GL Acct

The user will code the General Ledger Account in the GL Acct field for each invoice.

5 Description

The Description field is optional and can be used for a short description.

Pop Up Boxes For Coding

If the LOB/ Org, Dept Code or GL Acct is not known the user may use the pop up boxes next to each field to choose the correct information. Click on the correct code to have the system populate the field with the user selection.

LOB/ Org pop up box

Add Notes

Users may add notes about an invoice by clicking on the Add Notes button. A pop up box will appear where the notes should be typed. Once the notes are typed, click the Add Notes button in the pop up box and the notes will appear in the Notes section. All notes will also be documented in Invoice History.

Suspend

Users have the functionality to Suspend an invoice. A reason must be typed in the pop up box for an invoice to be suspended. The suspended invoice will then stay in the queue for 10 days and a suspend flag will be added next to the invoice information.

Reject

The end user has the opportunity to reject an invoice. Click on the reason for the invoice rejection and a note must be typed in the Notes section to reject the invoice.

Bad Image

The user has the opportunity to select Bad Image if the image is unreadable. The image will then be sent to the Bad Image queue where it will be rescanned, keyed and inserted into workflow.

Not My Invoice

The user has the opportunity to select Not My Invoice if the invoice does not belong to them or their department/ business unit. The user will then be asked if they know where the invoice should be routed. If yes, the user will be prompted to Route the invoice. If no, notes must be typed and then the invoice will be sent to the No Route Info queue for problem resolution.

Service Incomplete/ Unsatisfactory

The user has the opportunity to select Service Incomplete/ Unsatisfactory. The user will then be asked if the invoice will be paid in the future. If yes, the user will be prompted to suspend the invoice. If no, notes must be typed and the invoice will be sent to the Reject queue.

Goods Not Received

The user has the opportunity to select Goods Not Received. The user will then be asked if the invoice will be paid in the future. If yes, the user will be prompted to suspend the invoice. If no, notes must be typed and then the invoice will be sent to the Reject queue.

Duplicate Invoice

The user has the opportunity to select Duplicate Invoice. Notes must be typed and then the invoice will be sent to the Reject queue.

Other

The user has the opportunity to select other and type the reason the invoice is being rejected.

Route

End users may route an invoice to a department, queue or to an employee by clicking on the Route button. A reason must be documented in order for the invoice to route.

If an invoice needs to be modified, click on Queue and choose which resolution queue you would like the invoice be to sent to for modification. For example if the invoice amount was indexed incorrectly or you need to short pay an invoice, send the invoice to the Modify Data Queue type a message in the notes section with the correct amount. The invoice will be corrected and routed back to the original queue.

Routing Example

Skip Invoice

Skip Invoice will bring up the next invoice in the queue list.

Add Line

If different line amounts need to be coded to different LOB/ Org, Department Code or GL Acct’s use the Add Line button. The end user will code all the information and click the Add Line button. Multiple lines can be coded for one invoice. You must click on Add Line before you route an invoice. Click the approve button, once all the lines are coded correctly.

If a line needs to be edited or deleted click on edit or delete to change the coding line.

Approve

End users have the opportunity to approve the invoice once the information has correctly been coded. Once all the GL lines have been coded correctly for the invoice, click on the Approve button to authorize the invoice. If the user does not have the appropriate dollar limit to approve the invoice, a pop up box will come up prompting the user to route the invoice to their over limit authorizer.

Image

The image will appear at the bottom of the functionality screen.

· Users have the functionality to view any page of the document. For example the user can view page 15 of 45 by typing in 15 and clicking on the button.